UCC SEARCH MANUAL

The UCC search service encompasses a database management system and two search processes: a certified search that is based on Revised Article 9 (RA9) rules; and an informational, non-certified search that allows for the use of wild cards and partial string searches.

Both types of searches are linked with an electronic image processing system that allows for automated retrieval and printing of UCC documents.

The certified search process yields several interrelated products:

A search certificate showing all filings for a named debtor;

A "No Record" certificate in cases where the data base does not contain an entry for the named debtor; and

Copies of filings (images of original filings and changes/amendments).

The non-certified search provides:

A status report showing all filings for a named debtor;

A "No Record" certificate in cases where the data base does not contain an entry for the named debtor; and

Copies of filings (images of original filings and changes/amendments).

The service lists and explains applicable fees and payment options during the course of the online session.

Both UCC certified search processes require the searcher to indicate the type of debtor – that is, an organizational debtor like a corporation, LLC, LLP, etc., or an individual debtor.
To ensure completeness of coverage, the searcher may wish to conduct both individual and organizational searches for each debtor to minimize missed filings. In addition, the searcher may take advantage of the non-certified search process, which allows for the use of wild cards and partial string searches, before conducting the more structured certified search.

Non-Certified Search

The non-certified search allows you to control the search process more directly than the certified search, which is based on RA-9 logic.

For a non-certified search on an individual debtor name, enter as much of the first and middle name you are sure of (or leave the middle name blank), and then enter as much of the last name you are sure of -- e.g., search for debtor John William Smith by entering "John” in the first name field, then “William” in the middle name field and then finally “Smith" in the last name field. You can broaden your search by using the wild card character "%" – e.g., "J%” in the first name field, “W%” in the middle name field and “Smi%" in the last name field. (See Note at the bottom of this section.)

For a non-certified business name search, enter as much of the name as you are sure of. Again, you can use the wild card to broaden your search – e.g., to search for Basic Credit Solutions, you can enter Bas%Credit Sol%. (See Note at the bottom of this section.)

With regard to the non-certified city search, simply enter as much of the city name you are sure of. You may end your search with a wild card -- “%”. (See Note at the bottom of this section.)

The non-certified search does not control for the leading article “The”. Therefore, with the non-certified search process, you may need to search multiple times if you are unsure about the use of the leading article in a name.

Finally, the filing number search is an exact match process.

NOTE: A wild card is automatically inserted at the end of each search string, so you do not need to use “%” at the end of your search entries if you are sure you are using the complete name. Also, the non-certified search process automatically adds wild cards to the search string whenever a space is entered. The “space” wild cards instruct the system to match any character between two characters -- for example, under the non-certified search, “ABC

Widgets” the system would return entries that match the string “ABC” exactly followed by matches on any word or character up to “W”, then match the string “Widgets” exactly. Next, the “ending” wild card would match any words or characters to the end of the field. Thus, the non-certified search “ABC Widgets” would yield match results on names like “The ABC Widget Factory, Inc.”, “ABC Superior Widget Factory, Inc.”, “ABC Excellent Widget, LLC” The ABC Metal Widget Factory, Co.”, etc. Like the certified search on location, the non-certified search relies on exact matching.

Certified Search (Based on RA-9 Logic)

Certified Search Key (Debtor Name Index) and Examples of How the UCC Search Processes Work

Searchers will be able to sharpen their searching skills by understanding the structure of the debtor name search key or index – i.e., how the name is entered on the UCC database.

Organizational Search

The Filing Office uses the following automated rules to create the debtor name search field or index from names entered into the UCC database. This is the field used for searching for organizational debtors.

1.

Convert the character case to all upper case.

2.

Convert “&” to “and”.

3.

Replace all characters (including punctuation) outside of 0-9 and A-Z with single spaces.

4.

Remove leading and trailing spaces.

5.

Reduce multiple consecutive spaces to a single space.

6.

Remove "The" from beginning of names.

7.

Remove ending “ noise words” which occur at the end of the name only.
(such as Incorporated, Inc, LLC, etc

8.

After completing the actions above, remove spaces from the submitted entity name to concatenate and create the index value including a null value (no words exist after removing all noise words). In the case of a null return, the Search Certificate will reflect all organizations with a null value

Examples and Discussion

Assume there is an organizational debtor named “The ABC Widget Factory, Inc.” listed on UCC filings. Armed with an understanding of the search key’s structure, the searcher could enter a certified search like “The ABC Widget Factory, Inc.” or “ABC Widget Factory, Inc.” or “ABC Widget Factory”, and expect the search to yield hits on all UCC entries with the debtor name “The ABC Widget Factory, Inc.”. The searcher could also limit the name search to a specific city or location. The location search is based on exact matches on the city field as entered on the UCC database.

Individual (Personal Name) Search

The Filing Office uses the following automated rules to create the debtor name search field or index from names entered into the UCC database. This is the field used for searching for individual debtors.

1.

Enter first, middle (if applicable) and last names/initials in the designated separate fields.

2.

Complete the same field-edit steps as listed under 1, 3, 4 and 5 of the organizational debtor rules above, along with same concatenating step at the end of the field.

Examples and Discussion

For a certified search on a personal name--e.g. "John Lee Smith, Jr.", the searcher could enter:

--First and last names -- "John” and “Smith" in the appropriate box and all John Smith’s in the database will be returned.

The UCC document copy service is linked directly with the database system. Clients can obtain copies of effective filings associated with a named debtor by indicating their desire to receive copies on the search request. Requests will yield copies of all original filings (UCC-1’s) and amendments (UCC-3’s).

If desired, searchers may submit search requests via mail or over-the-counter delivery, on Form UCC-11, which may be obtained online or from stationers or service companies. Clients may submit a stand-alone debtor name search, debtor name search with copy request, or copy-only request (copy-only requests must identify the UCC filing number).

The UCC 11 search request provides spaces for entering the name of the debtor to be searched or for copy-only requests, the file number(s) of non-lapsed filings.

It is important to note the following regarding mail and over-the-counter services:

The Filing Office cannot track work in progress for individual mail-in items. It also cannot verify the delivery or mail to address for completed work. Also, the turnaround time for mail in work requests is 2 to 10 work days, depending on prevailing work volumes and mailing time – in-bound and out-bound, adds from 3 to 10 days to the overall turnaround time.

Over-the-counter request, which are typically expedited (8.5 business hour processing), cost $15 extra per transaction (statutory expediting fee). The Filing Office fee schedules do not reflect other related costs such as express mailing services and/or costs for couriers or personal travel, which can add a minimum of $15 to expedited requests.

Filling Out a Mail-in or Over-the-Counter Search Request

When submitting a request, clients must: 1) specify type of search (organization or individual); 2) enter at least one debtor name, or in the case of a copy-only request, at least one UCC filing number; and 3) choose one of the available output options:

The fee for each debtor name search is $25.00. The fee for each copy page is $1.00. Depending on the chosen search option, the total fee may vary. Further, for copy-related requests, the total fee amount is not known until the search is executed.

Given these factors, clients should choose one of the following payment options

With a prepaid depository account, clients need only reference their account numbers on search requests. The Division will fulfill the service requests and debit the appropriate accounts.

Clients may limit the charge for any request by indicating a "Not to Exceed" amount on the search request. At a minimum this amount should be sufficient to cover all debtor name searches ($25.00 each).

Credit card

Visa/MasterCard, American Express, or Discover

Check

Clients should make all checks payable to the Treasurer, State of New Jersey. Check amounts should cover all debtor searches ($25.00 each). Check-based requests may also include a "Not to Exceed" amount for photocopy charges.
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Expedited Service Option

Clients may have their search and copy requests processed in 8.5 business hours by submitting expedited requests over-the-counter at 33 West State Street, 5th Fl Trenton, NJ 08608-1214.

Clients should indicate that expediting is desired on a request cover sheet.

The fee for expediting is $15.00 per transaction -- i.e., for each debtor name search (with or without copies) and for each copy work request. The expediting fee should be added to the base fee discussed previously. For example, an expedited debtor name search would cost $40.00 -- $25.00 base fee plus $15.00 for expediting.
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Return Options

There are two return options for completed work:

Regular mail

The Division returns all mail-in requests to the address supplied by the client.

Over-the-counter

If requested by the client, the Division of Revenue will leave completed work at the counter area (5th floor, 33 West State Street). As part of the over-the-counter return process, the Division will place completed work in courier or express services envelopes (e.g., Federal Express, UPS, etc.) for pickup by these services. Clients must provide completed air bills with their own account numbers to obtain express/courier pickup from 33 West State Street.